The future of XRM for college counselors.

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  1. 1

    Assumption-based estimate from Instudi’s counselor-week model (Instudi Value Report, October 24, 2026). Instudi returns 26% (conservative) to 38% (base, after 2–3 months of use) of a counselor’s non-meeting work, or 4.1–6.2 hours per counselor per week, for a mid-sized firm at elite rates with 16 billable meetings and 25 active students per counselor per week. Regular-rate firms: 3.8–5.8 hours. These assumptions are based on firm’s own data.

  2. 2

    Unbilled work around one billable meeting at an elite-rate firm: booking, prep, action items, notes and a family recap (drafted after about 70% of meetings). Modeled at 30.3 minutes today and 15.8 minutes with Instudi in the base case, a 33–48% reduction (conservative → base). Assumption-based estimate; see the Instudi Value Report, Part 1, section 4.1.

  3. 3

    Staff time to onboard one new student: intake and documents, folder and record setup, and building the college-bound plan. Modeled against a 180-minute staff baseline, saving 91–122 minutes (51–68%, conservative → base). Elapsed time still depends on how quickly families respond. Assumption-based estimate; see the Instudi Value Report, Part 1, section 4.2.

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Instudi XRM Razy AI

One workspacefor the whole practice.

Meetings, families, deadlines and billing in one place that updates itself, so every counselor walks into every session with the full picture.

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One conversation at the top, flowing into the student, the family and the files it touches.

Meetings & notesFamily recapsRazy AIAction itemsWeekly briefsShared inboxBookingBillingImportsMeetings & notesFamily recapsRazy AIAction itemsWeekly briefsShared inboxBookingBillingImports

Meetings & notes

Every meeting writes its own notes.

The Instudi notetaker joins your Zoom and Google Meet calls. When the call ends, the notes, decisions and action items are already on the right student’s record.

  • Notes and the recording on the student’s profile
  • Action items with owners and due dates
  • Surfaced for a two-minute review, never sent on their own

Family recaps

Families hear back the same day.

Razy drafts the parent recap from what was actually said, in your tone. You read it, change what you like and send it.

  • Drafted after every meeting
  • Carries the decisions and deadlines that matter to parents
  • Nothing reaches a family until you approve it

Razy AI

An assistant that already knows every student.

Ask Razy who is behind on early decision, what a parent asked last week, or to draft October’s invoices. It answers from your meetings, notes and files.

  • Answers from each student’s full context
  • Drafts emails, recaps and invoices for your approval
  • Works across meetings, inbox, calendar and billing

Capabilities

Everything a counseling practice runs on.

The tools that usually live in nine different tabs, already connected to each other and to every student.

Action items

Every commitment from a meeting becomes a task with an owner and a due date, for counselors, students and parents.

Weekly briefs

See who has a deadline coming, who has gone quiet and who is on track, plus a prep brief before each meeting.

Shared inbox

Gmail threads land on the right student. Assign them, snooze them and see the student’s timeline beside every email.

Booking & calendar

Booking pages that read your Google Calendar, add the meeting link and schedule the notetaker.

Students & families

One record per student, with parents, households, meetings, files and every past conversation.

Billing

Set rates, turn logged sessions into invoices, record payments and track counselor hours.

Imports

Bring your roster from Teachworks, CSV or Excel. Problems are flagged before anything is created.

Documents

Connect Google Drive and keep each student’s essays, transcripts and college lists one click away.

Intake

New families fill in an intake form, and their student record is ready before the first call.

Less time on the work around the work.

Back per counselor, every week1
4–6hrs
Unbilled work around each billable hour2
30 → 16min
Staff time saved onboarding each student3
1.5–2hrs

Works with the tools you already use

Meetings, email and files flow into each student’s record, so Razy has the full context and nobody retypes what is already there.

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Zoom and Google Meet
The notetaker joins the call. Notes and action items land on the right student.
Google Calendar
Every session shows up on the student it belongs to.
Gmail
Family threads live on the student record. Recaps go out from your own inbox.
Google Drive
Drive documents are pulled into every prep brief.
Teachworks, Excel and CSV
Bring your students and families over, with Teachworks lessons and payments too.

Safety & privacy

Built for the trust families give you.

Counseling conversations are personal. Instudi keeps people in control of who sees them and what gets sent.

Roles and permissions

Decide who can see students, meetings, messages and billing, role by role.

Review before anything is sent

Razy drafts and people approve. Recaps and messages stay drafts until a counselor sends them.

A record of changes

Changes to student records are logged, so you can see what changed and when.

Get started

Switch to Instudi

Import your roster, connect your calendar and inbox, and run your next meeting on Instudi.

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Book a call with us

See Instudi on your own students and families. We’ll walk you through it and set it up with you.

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